Executive Virtual Assistant / Operations Manager for U.S. Coaching Business (Part-Time, Remote)

About us
High Conflict Resolutions, LLC is a San Diego coaching practice that helps parents through high-conflict co-parenting after separation and divorce. We offer one-to-one coaching, a ghostwriting communication service, a six-week group course, and a private online community. The founder is a licensed California attorney and certified coach. We are a small remote team with members in the U.S., Ecuador, and Pakistan, and everyone is paid on time, every month.

The role
You will run the day-to-day operations so the founder can focus on clients. This is an operations role, not a "forward my email " role. You will own client intake from first inquiry to onboarded, send and follow up on invoices, keep the inbox triaged, and keep the rest of the team on schedule.

This is 10 to 15 hours per week. Hours are flexible and there is no fixed shift. We will agree on a short daily check-in window that works for both of us.

What you will own

• Client intake: watch the inbox for new inquiries, send the intake questionnaire through our CRM (17hats, we will train you), follow up with anyone who has not responded in 48 hours, and send the welcome email once a client is approved
• Invoicing: create and send invoices in Square (we will train you), follow up on unpaid invoices at 3, 7, and 14 days, and flag overdue accounts
• Inbox triage: answer routine inquiries from approved templates and flag anything urgent or sensitive for the founder with a one-line summary
• Team coordination: assign tasks to our designer in the shared tracker (Google Sheets), follow up on anything overdue, and keep projects moving between the founder, the lead coach, and the designer
• Outreach from templates: attorney outreach, past-client check-ins, and review requests, with responses tracked in a spreadsheet
• Reporting: a short weekly summary and a simple monthly dashboard (inquiries, conversions, revenue collected, unpaid invoices)

As you settle in, the role can grow into Google Business Profile updates, waitlist management, and Instagram DM triage.

Tools: Gmail and Google Workspace, Google Sheets, Slack, Square, 17hats, Calendly. You need to know Gmail and Sheets well. We will train you on the rest.

Who you are

• At least 3 years as a VA or operations assistant for a U.S. small business or solo professional
• Clear, natural written English. You will email clients and attorneys on our behalf.
• You follow a process exactly, notice when something has slipped, and flag it before being asked
• Experience with a CRM or an invoicing tool is a plus
• Verified employer reviews on OnlineJobs.ph are a plus
• Reliable internet and a quiet workspace

How to apply
1. Type the word COMPASS as the first line of your application. I will only review applications that start with this word.
2. Describe your most recent VA or operations role: the tools you used and what you actually handled day to day.
3. Tell me about a time you caught something that was about to fall through the cracks, and what you did.
4. Include your hourly rate and when you can start.

Shortlisted applicants will be invited to complete a short paid test task.